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BACKGROUND <br />The Operations Services Department operates, maintains, and manages infrastructure, <br />public facilities, vehicles, and equipment. Managing these assets throughout their life <br />cycles includes capital growth planning, budgeting and costing, asset creation and <br />acquisition, operations and maintenance, and asset rehabilitation and replacement. <br />Currently, the OSD utilizes MaintStar CMMS and other supporting systems to monitor, <br />measure and manage City assets. However, many of these systems, including <br />MaintStar, are outdated and not well integrated with each other resulting in inefficient <br />workflows and limited reporting and analysis capabilities. The MaintStar CMMS is <br />central to OSD recordkeeping. The OSD has been using the MaintStar CMMS package <br />for approximately 20 years. The department uses it for creating and assigning <br />workorders, tracking work progress, recording costs, and its documentation tool is used <br />when claims are made. The OSD is currently using version 14.0.4 and staff has been <br />experiencing significant challenges including: <br />Limited ability to search work orders and work history <br />Lack of automated status reporting back to citizens and staff <br />Lack of GIS and mapping functions <br />Lack of mobile capability so crews must have access to a computer to complete <br />work orders <br />The software uses disparate modules that don't communicate between each <br />other. <br />In response to the challenges noted above the OSD has identified the need to update <br />its current CMMS consistent with Goal C of the OSD Strategic Plan: Technology — <br />Invest in technology and resources to support quick responses to service requests, <br />efficient operations, and expanded public access to vital information. OSD developed a <br />systematic approach to evaluate the current MaintStar system and its latest version <br />MaintStar Version 15) as well as an analysis of OSD workflows. The CMMS evaluation <br />and workflow analysis was performed by GHD Consultants, which specializes in CMMS <br />deployments. <br />Implementing, maintaining, and using a CMMS requires substantial investments in time <br />and money and, therefore, it is important to review why OSD is committed to using a <br />CMMS. The following summarizes the major benefits a CMMS provides: <br />Budget and cost control: Data collected and stored can be used to plan for and track <br />expenditures. Knowing true costs of services helps determine where resources need to <br />be allocated. A CMMS is a key tool for capturing and recovering costs associated with <br />infrastructure damaged by third parties. <br />Record keeping and knowledge transfer: Design documents, site plans, repair <br />manuals, maintenance procedures can be stored in CMMS and linked with <br />corresponding assets. Capturing and maintaining this knowledge creates consistent <br />procedures and workmanship. It also preserves that knowledge to be transferred to new <br />employees. <br />Page 2 of 5 <br />Docusign Envelope ID: 4172E64F-A394-89B6-82CF-01B262B745F2